Administrative Support and Volunteer Coordinator - Tenders Global

Administrative Support and Volunteer Coordinator

Pennsylvania State University

tendersglobal.net


APPLICATION INSTRUCTIONS:

  • CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process . Please do not apply here, apply internally through Workday.
  • CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process . Please do not apply here, apply internally through Workday.
  • If you are NOT a current employee or student, please click “Apply” and complete the application process for external applicants .

JOB DESCRIPTION AND POSITION REQUIREMENTS:

Do you love working with people and gardens?

We seek an Administrative Support and Volunteer Coordinator for the Arboretum at Penn State . The Arboretum at Penn State strives to fulfill our 21st Century Land Grant University mission to connect plants, people, and gardens together in our community.

It’s an exciting time! We are building our staff to complement recently completed gardens and those currently under construction (Palmer Museum of Art Landscape, 2023). Our future looks bright. We have an engaged group of hundreds of volunteers and a vibrant community of supporters.

Our successful candidate will provide administrative support and scheduling for our Arboretum team, especially the coordination of our volunteer program. They assist communication and the preparation of materials (ex. documents, presentations, meeting minutes) and will coordinate, schedule, and manage Arboretum Volunteer activities. They will represent the Arboretum to internal and external constituents, often serving as their first point of contact from phone or other inquiries.

PRIMARY RESPONSIBILITIES

Administrative Support for Unit

  • Oversees the activities of the Arboretum office; establishes and assigns priorities with consensus; ensures schedules are maintained and established deadlines are met; develops processes and procedures to increase efficiency

  • Coordinates and attends meetings; prepares agendas, records, and distributes minutes/notes as directed

  • Serves as administrator of arboretum’s phone system. Answers/forwards inquiries for/on behalf of Arboretum staff members and greets internal and external constituents.

  • Maintains and manages calendars and meeting schedule for Arboretum Director and Department, collaborates with Director and Arboretum Staff to schedule travel, lodging, meals, etc., as directed, and assists others (ex. financial coordinator with budget monitoring and management) to ensure timely and appropriate dissemination of information to Arboretum Staff

  • Represents Arboretum in various meetings or on committees as directed or proposed based on area of expertise.

Persuasive Writing and Presentation/Report Preparation

  • Serves as work-unit/departmental resource regarding word processing, database, graphic/presentation, and spreadsheet software; demonstrates skills in the use of software pertinent to position

  • Assists in researching, preparing, and writing/editing various publications (ex. presentations, articles, conference materials, etc.)  including limited data analysis for reports, grants, contracts, and programs

  • Reviews, checks, and edits documents (ex. drafts speeches, handbooks, etc.) for completeness, accuracy, and conformance with applicable guidelines/regulations and procedural requirements

Volunteer Recruitment/Recordkeeping/Retention

  • Recruitment: continues efforts to ensure a diverse and actively engaged group of 800+ volunteers to fill existing major volunteer roles (ex. docents, childhood education, horticulture, etc.) with an eye towards expanding the type and frequency of experiences. Interviews, trains, and evaluates volunteers and volunteer partnership opportunities

  • Recordkeeping/Clearances: Maintains existing highest mandated compliance standards to track volunteer rosters, background checks, clearances, and more to proactively create efficient and engaging volunteer experiences for all involved

  • Retention: Follows up on periodic basis to re-engage and administrate volunteer benefits after renewal of clearances and completion of trainings

  • Interprets, monitors, implements, and communicates policies and procedures to ensure safety and compliance for those engaged in Arboretum volunteering and service

Volunteer Scheduling/Communication/Recognition

  • Scheduling: Places call to service via email or phone to cultivate/solicit individual or group volunteer interest for over 150 Arboretum volunteer activities/events present throughout the year

  • Communication: Creates and manages email and/or social media communication related to Arboretum volunteer program including but not limited to the production of a biannual volunteer e-newsletter, and at least monthly social media posts featuring volunteers in service

  • Recognition: Tracks overall, group, and individual volunteer hours (five year rolling average between 4000 and 5000 hours) served for use in reporting, compliance, and to identify significant milestones in hours of service accrued through occasional events to promote camaraderie and celebrate the efforts of the arboretum’s volunteer corps

Planning and Professional Development

  • Participates in long-range master planning and other efforts toward future Arboretum growth and development; works with Arboretum Director to identify opportunities related to staff professional development and capacity-building

  • Coordinates logistics for functions such as seminars, workshops, and banquets. Participates in planning of Pumpkin Festival and other Arboretum-coordinated events; may directly oversee portions of events in close partnership with other arboretum staff including but not limited to the Events and Facility Rental Manager

Diversity, Inclusion, Equity, and Belonging

  • Demonstrates a strong commitment to inclusionary practices which support diversity throughout the University such as in their ability to use inclusive language in recruitment efforts and to encourage diversity in the types of volunteer opportunities offered and in the volunteer corps itself

  • Promotes a culture that is conducive to effective relationships, builds consensus among diverse team members to establish/maintain a shared vision of welcoming and belonging that advances Arboretum team and PSU Outreach DEIB goals

  • Models safe behavioral practices and environmental consciousness in their decisions and actions

The successful applicant will embody Penn State’s values, particularly the value of Respect , which encourages us to “respect and honor the dignity of each person, embrace civil discourse, and foster a diverse and inclusive community.” They will model this in their relationships and actions to assist in the horticultural and professional growth of their team members and themselves. They will be open to Discovery and will support the Community , yet also embrace their need to operate with Integrity and Responsibility while they strive for horticultural and other forms of Excellence at the Arboretum, throughout the University, and the greater community.

ABOUT THE UNIVERSITY AND THE ARBORETUM AT PENN STATE:

The Pennsylvania State University is a 21st Century land-grant university that educates students from around the world, supports individuals, and unites communities fulfilling its mission of teaching, research, and service. Penn State provides unparalleled access to education and public service to support the citizens of the Commonwealth and beyond. Every day, we live out our values of Integrity, Responsibility, Respect, Excellence, Discovery, and Community.

The Arboretum at Penn State is a treasured portion of the University campus that every day provides a place of purpose, beauty, and nature-based connection only a 15-minute walk from the center of campus. It hosts over a hundred educational programs and public/private events throughout the year in incredible settings such as the new Pollinator and Bird Garden (2021). Currently under construction within the Arboretum is the new home of the Palmer Museum of Art, a state-of-the-art $85M LEED-Certified facility. Featuring education/event spaces and nearly twice the exhibition space of the current museum, it will integrate indoor and outdoor spaces to provide a crucial cultural destination in the center of Pennsylvania

KNOWLEDGE, SKILLS, AND ABILITIES

  • A proven self-starter who combines their knowledge with a drive/desire to provide excellent service to others at all levels

  • Displays attention to detail and proactive organizational skills. Situationally analytical but also able to think outside the box and actively solve problems

  • Ability to treat sensitive business information and people in a confidential, caring, and professional manner

  • Capable of prioritizing multiple tasks while committed to responding in agreed upon time frames in a fast-paced environment; works independently with minimal supervision

  • Is both a leader and a learner who works harmoniously in a team environment with a shared positive outlook to achieve and celebrate team goals whether following, organizing, collaborating, directing, and/or motivating others

  • Clear and persuasive written communication skills. Ability to issue instructions understood by multiple readers, including academic/professional audiences, donors and funders, technicians (e.g. manuals, handbooks, and training documents), and public/community members.

  • Motivational and congenial oral communication skills. Can communicate messages easily comprehended by multiple audiences, including academics/professionals, technicians and technical service staff, visitors, students, and external media.

  • Skilled in diplomacy and negotiation. Ability to represent and advance Arboretum interests while forging new partnerships and collaborations. Can resolve conflicts positively and productively. Represents the Arboretum in a positive light and fosters stakeholder enthusiasm and support for the organization.

  • Strong proficiency with Microsoft Office 365 Suite Software (Excel, Word, Outlook, PowerPoint, Sharepoint, Teams, etc.) is required. 

  • Proficiency with Adobe Creative Suite Software (Acrobat, Photoshop, In-Design, etc.), bulk email communications software (Constant Contact, Emma, or similar) and social media communications are a plus

TRAVEL: Limited, COVID permitting, no more than 5% of the time primarily for the purpose of professional development and/or outreach and engagement related to the Arboretum

EDUCATION AND EXPERIENCE:

Typically requires a High School Diploma plus 2 years of related experience or an equivalent combination of education and experience.

Individuals with demonstrated work experience in Public Administration, Human Services, or Human Resources and/or public horticulture, or other related fields are encouraged to apply. A combination of education and/or work experience can be substituted for the educational requirements described above.

This position requires the following clearances in addition to applicable background checks: PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, and Federal (FBI) Fingerprint Criminal Background Check.

This position offers a flexible work arrangement that combines remote and on-campus work. Questions related to flexible work should be directed to the hiring manager during the interview process.

INSTRUCTIONS TO APPLY:

Please submit a cover letter and resume/curriculum vitae/portfolio of achievements.

Applications will be accepted and processed as received through February 16, 2022 or until a successful candidate is found.

DIVERSITY, EQUITY, INCLUSION, AND BELONGING

The Pennsylvania State University recognizes that diversity, inclusion, and equity are fundamental to the University’s values and mission to support all members of our Commonwealth and beyond. We strive to assertively incorporate these values into our research, teaching, learning, outreach, assessment, operations, and decision making at all levels of the University. More information can be obtained here .

The Arboretum at Penn State, a unit of Penn State Outreach, has a foundational focus goal that inclusion, equity, and diversity are advanced in our workplaces, and with the audiences whom we support, through fostering belonging, open discourse, mutual respect, genuine care, equal opportunity, and different perspectives.

We are committed to providing inclusive access, being welcoming to all, and creating a sense of belonging while cultivating a safe and thriving community

LAND ACKNOWLEDGEMENT

Penn State is located on the ancestral lands of the Erie, Haudenosaunee, Lenape, Shawnee, Susquehannock, and Wahzhazhe Nations. Penn State’s land grant was funded by the sale of land expropriated from 112 tribal nations in 50 land cessions across 16 states.

CAMPUS SECURITY CRIME STATISTICS:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here .

Employment with the University will require successful completion of background check(s) in accordance with University policies. 

EEO IS THE LAW

Penn State is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applications without regards to race, color, religion, age, sex, sexual orientation, gender identify, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.

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PA State Labor Law Poster

Penn State Covid-19 Vaccination or Testing Requirements

Penn State is committed to the health of our local and global communities. As a condition of employment, all employees are required to comply with COVID-19 vaccination or testing requirements. Click on Penn State Covid-19 Vaccination or Testing Requirements to learn about the requirements as well as general COVID-19 information at Penn State.

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